Professional Risks. Multimedia: Marketing & Communications Proposal Form. Proposal Form 1017 Professional Risks

Transcription

1 Professional Risks Multimedia: Marketing & Communications Proposal Form Proposal Form 1017 Professional Risks

2 Important Notice This proposal must be completed and signed by a principal, partner, director of the proposer/s. The person completing and signing the form should be authorised by the proposer to do so and should make all reasonable enquiries to enable all the questions to be answered. All questions must be answered to enable a quotation to be given. Completing and signing this proposal does not bind the proposers or insurers to enter a contract of insurance. If there is insufficient space to answer questions, please use an additional sheet and attach it to this form (please indicate section number). To be a Good Company At Tokio Marine HCC, we are committed to supporting the needs of our employees, customers, the local community and wider society. Central to this approach is the belief that our business objectivities must be strategically compatible with our behavioural, social and environmental obligations as a leading global insurer. To ensure we meet the standards we have set for ourselves, which are now reinforced through Tokio Marine s vision of being a Good Company, we have revamped and strengthened our Corporate Social Responsibility programme around four key pillars. Community Workplace Environment Marketplace mutually beneficial engagement with the local and wider community; creation of a working environment for employees characterised by equal opportunities, training and personal development, and regular and open communication; reduction of Tokio Marine HCC s carbon footprint; and commitment to treat customers fairly; monitor and confront financial crime; and comply with the Tokio Marine HCC Code of Business Conduct and Ethics Our Rating Tokio Marine HCC s insurance companies are highly rated AA- (Very Strong) by Standard & Poor s A++ (Superior) by A.M. Best Company AA- (Very Strong) by Fitch Ratings MAC PROPOSAL FORM

3 General information 1. Please provide the following details (including all trading names and subsidiaries): Name Date of establishment Website address 2. Address/es, including postcode/s for all subsidiaries: 3. Please supply details of all principals, directors, partners: Name Qualifications How long with the company 4. Please state total numbers of: Principals, directors, partners Creative staff Administration Others 5. Please state the name of any professional body or trade association of which you are a member: Professional body Trade association MAC PROPOSAL FORM

4 6. Do you currently have a professional indemnity policy in place? If YES, please provide: Name of current insurers Name of your broker Renewal date Limit of indemnity Premium Excess Retroactive date 7. Do you or any of your principals, directors, partners have any association with or financial interest in any other practice, company or organisation? If YES, please provide details of the nature of the association, together with the name of the business and activities undertaken: 8. Do you use consultants / sub-contractors? If YES: a. What percentage of your turnover / fee income was paid to them in the last financial year? % b. What was the nature of the work undertaken? c. Do you require cover for them under this policy? d. Do you require them to carry professional indemnity insurance to a similar limit? If NO to 8d, please provide details as to why not: MAC PROPOSAL FORM

5 9. Please complete the following: a. Financial year end date: / / 20 Previous Last complete Current Estimate b. Total turnover / fee income: c. Estimated percentage split of your turnover / fee income for: Work carried out for UK clients % % % % Work carried out for US / Canadian clients not subject to US / Canadian law Work carried out for US / Canadian clients subject to US / Canadian law Work carried out for clients anywhere else in the world please give details of where % % % % % % % % % % % % Operating profit d. Do you enter into contracts that are not subject to UK / EU law? If YES, please provide full details of which countries and jurisdiction: MAC PROPOSAL FORM

6 Business activities 10. Split of turnover including fees in the past year or if a new firm your anticipated figures: Commercial TV Production of advertisements Media spend (whether purchased by you or by media independent relative to your creative work) Other Media Production of advertisements Media spend (whether purchased by you or by media independent relative to your creative work) Printed literature / documents Direct marketing Mail shots Postage costs Telemarketing Database management and list broking Sales promotion Marketing (including all market research) Specialist design (graphic design) Specialist design (corporate identity) Fees Production costs Fees Production costs Fees Production costs Other work, please give details Total turnover including fee income* *Please note this figure should be as per answer to question 9b for the last completely year 11. If there are activities in question 10 wwhere you have declared no income for the last financial year: a. Have you undertaken any of these activities in the past? b. Do you intend to undertake any of these activities in the future? If YES to any of the above, please provide details, including nature of activities and income: MAC PROPOSAL FORM

7 12. Please give details of your five largest contracts in the last five financial years (If new start-up, please complete question 16): Largest contract: Start and end dates Nature of contract Name and business of client Total contract value Income to you Second largest contract: Start and end dates Nature of contract Name and business of client Total contract value Income to you Third largest contract: Start and end date Nature of contract Name and business of client Total contract value Income to you Fourth largest contract: Start and end dates Nature of contract Name and business of client Total contract value Income to you MAC PROPOSAL FORM

8 Fifth largest contract: Start and end dates Nature of contract Name and business of client Total contract value Income to you 13. Do you provide printing services or assume liability for printing? If YES, please provide details, including client: 14. Direct marketing a. What is your largest mailing (by number of pieces mailed)? b. What is your average size mailing? c. Do you do 100% mailings (contracts where 100% of the client database must receive the mailing)? If YES, please provide details: MAC PROPOSAL FORM

9 Risk management 15. Are satisfactory written references obtained from former employers for at least three years prior to the engagement of any employee responsible for money, accounts or goods? 16. Above what amount do payments require at least a two-stage sign-off? 17. Do you hold client funds, or do you have client authority to agree and/or effect transfers or payments on their behalf from client funds or accounts? If YES: a. Do you ever act solely on instructions to transfer funds or make payments from client accounts without taking steps to independently verify the authenticity of the instructions and integrity of any bank account details provided prior to execution? b. Do you undertake to immediately implement procedures to ensure that there is such an independent verification process in place for all future transactions? c. What steps have you taken to ensure that the transaction has been completed successfully? 18. When entering into contracts please confirm: a. You carry out work only under your standard contract, signed by every client? b. All contracts are vetted by a legally qualified person before being agreed? If NO, please provide details as to why not: 19. Do you: a. Always have a written specification with your clients for each job, which includes campaign details, volume, quality, timings and sign off procedures? b. Always report all deviations to the above contract specification? c. Always use a purchase order, or equivalent, when employing subcontractors which mirror any client obligations for each contract? d. Always obtain final client sign off before going to print? If NO, please provide details: MAC PROPOSAL FORM

10 20. Do you commit clients to contracts with third parties? If YES, do you always obtain clients written acceptance of the terms of contracts before committing them? MAC PROPOSAL FORM

11 If NO, please explain why not: 21. Has any proposal for similar insurance made on your behalf, any predecessor or any past or present principals, directors, partners ever been declined, cancelled, refused or had special terms applied? If YES, please provide details: 22. Is there any other information that you consider material to the insurance required? If YES, please provide details: 23. For what limits of indemnity are quotations required? 250, ,000 1,000,000 2,000,000 5,000,000 10,000,000 Other MAC PROPOSAL FORM

12 Claims 24. In respect of any of the risks to which this application relates: a. Has any claim been made (whether successful or not) against you, any predecessor, any past or present principals, directors, partners? b. Has any loss been suffered by you or any predecessor as a result of the dishonesty or malice of any past or present principals, directors, partners, employees or self-employed person? If YES to any of the above, please provide details: Date of claim / loss Brief details of each claim / loss Total cost of claim / loss paid Estimated total cost of claim / loss c. What steps have been taken to prevent a recurrence? 25. Are you, after full enquiry: a. Aware of any circumstance which is likely give rise to a claim or loss against you, any predecessor or any past or present principals, directors, partners? b. Aware of any shortcoming in your work for a client which is likely to give rise to a claim against you? This includes: i. A shortcoming known to you, but not your client, which you cannot reasonably put right? ii. iii. iv. A complaint from your client about your work or anything you have supplied which cannot be immediately resolved? An escalating level of complaint from your client on a particular project? A client withholding payment due to you after any complaint? If YES to any of the above, please provide details: MAC PROPOSAL FORM

13 26. Do you have any grounds, after reasonable enquiry, for suspecting that any past or present principal, director, partner, employee or self-employed person has acted dishonestly or maliciously? If YES, please provide details: MAC PROPOSAL FORM

14 Please read this paragraph carefully before signing the declaration It is essential that every proposal, when seeking a quotation to take out or renew any insurance, discloses to the prospective Insurers all material facts and information (including all material circumstances) which might influence the judgement of an Insurer in deciding whether to accept the risk and on what terms. The obligation to provide this information continues up until the time that there is a completed contract of insurance. Failure to do so entitles the Insurers, if they so wish, to avoid the contract of insurance from inception and so enables them to repudiate liability thereunder. If you have any doubt as to what constitutes a material fact or circumstance please do not hesitate to ask for advice. Declaration On behalf of the proposer/s, I/we declare that, after full enquiry, the contents of this proposal are true and that I/we have not misstated, omitted or suppressed any material fact or information. If there is any material alteration to the facts and information which I/we have provided or any new material matter arises before the completion of the contract of insurance, I/we undertake to inform the Insurer. Signature of principal / director / partner: Date: Contact Us Tel +44 (0) mail@tmhcc.com tmhcc.com Tokio Marine HCC is a trading name of HCC International Insurance Company plc, which is a member of the Tokio Marine HCC Group of Companies. HCC International Insurance Company plc is authorised by the Prudential Regulation Authority (PRA) and regulated by the UK Financial Conduct Authority (FCA) and Prudential Regulation Authority. Registered in England and Wales No with registered office at 1 Aldgate, London EC3N 1RE tmhcc.com MAC PROPOSAL FORM